Legal Administrative Specialist

Raymond James•Saint Petersburg, FL

1d•Hybrid

About The Position

An individual contributor with specialized skills in legal administrative support, responsible for coordinating documentation and administrative processes for legal matters. This role supports legal teams by managing matter intake, organizing records, maintaining systems, and ensuring accuracy and consistency of legal documentation and data. Raymond James is a diversified financial services company providing wealth management, capital markets, asset management, banking and other services to individuals, corporations and municipalities. Founded in 1962 in St. Petersburg, Florida, rather than on Wall Street, we have always embraced being a different kind of financial services firm. Today, Raymond James has locations and subsidiaries across the United States, Canada, the United Kingdom and Germany, and is listed on the New York Stock Exchange under the symbol RJF. Our business is deeply focused on people and their financial well-being. We're committed to helping individuals, corporations and institutions achieve their goals, while also supporting successful professionals and helping our communities prosper. We believe doing well and doing good aren't mutually exclusive. As an established but ever-evolving company, you can start – or continue – growing your career here. We invest in you with wide-ranging benefits and the support of leaders and colleagues who care. From development opportunities and enriching networking groups to prioritizing diversity, inclusion and the power of different perspectives, Raymond James is where good people grow. Our people-first culture is outlined in our Culture Blueprint. Check it out to see why many choose to work at Raymond James – and why they stay.

Requirements

Understands legal terminology, legal matter types and litigation procedures, in order to describe, search for, retrieve, organize and index legal documents.
Ability to plan, organize, and prioritize multiple administrative and documentation tasks to meet deadlines.
Strong attention to detail and accuracy in data entry, document handling, and records management.
Proficiency in standard office software and ability to effectively use document and matter management systems.
Ability to follow established procedures and apply consistent standards to documentation and data.
Strong organizational skills to manage files, records, and information in a structured environment.
Effective written and verbal communication skills for coordination with internal stakeholders.
Ability to handle sensitive and confidential information with discretion.
Problem-solving skills to identify discrepancies and ensure data and document accuracy.
High School (HS) education
7 to 12 months General Experience

Responsibilities

Coordinate the intake, setup, and maintenance of legal matters within matter and/or document management systems, ensuring accuracy, completeness, and adherence to established procedures.
Review submitted information for completeness and accuracy; follow up with internal stakeholders to clarify or obtain missing details.
Assign matter identifiers, categorize matter types, and apply appropriate coding and classification standards.
Organize and maintain legal documents and files, including creating folder structures, indexing, and applying consistent naming conventions.
Examine and process electronic and physical documents to ensure proper classification, coding, and storage in accordance with departmental procedures.
Support document lifecycle activities, including scanning, OCR processing, filing, retrieval, and disposition of records.
Maintain and update data in departmental systems, ensuring data integrity and consistency across records.
Receive, identify, and distribute documentation to appropriate internal contacts in a timely manner.
Perform and provide support with audits and quality checks of records and databases to ensure compliance with internal standards and records retention policies.
Prepare routine correspondence, reports, and meeting materials for review by legal team members.
May schedule meetings, coordinate logistics, and support administrative activities for the legal team.
Track status of assigned work and communicate updates to supervisors or team members as appropriate.
Assist with special projects and complete multi-step assignments using established procedures and guidelines.
Utilize standard office equipment and software (e.g., Microsoft Office, legal matter management system, document management systems) to support administrative and documentation processes.